Site Visit for MCC - Replacement Roofs.pdf

Site Visit Minutes MCC New York, NY

Roof Repair/Replacement

IFBP02101000001

August 3, 2010

On August 3, 2010, a site visit was conducted by Janice Peterson, Contract Specialist at FCI Fort Dix, New Jersey. The visit was conducted in an informal forum which consisted of a short meeting between staff and the contractors followed by a guided tour of the roofs

Janice Peterson opened the meeting by introducing herself as the person who will be administering the contract. She introduced the Supervisory of Contracting, Lorraine Fauntleroy, and the Contract Monitor, Pat Nicholson. The following individuals were in attendance:

Janice Peterson, Contract Specialist, FCI Fort Dix Lorraine Fauntleroy, Supervisory Contract Specialist, FCI, Fort Dix Pat Nicholson, CM, MCC Facilities Alfred Cypress, NERO Samuel A. Yeagley, MCC Facilities Muhammad Salim, S & E Service Gaurang Shah, S & E Services Hugo Enamorado, N.S. K. Contractor Anuj Shrestra, Sea Breeze GC Inc David Phillip, Alliance Roofing Kenneth D. Farragut, US Roofing Michael Fierinoate, US Roofing Linda DeNerro, ECO Services Robert Baker, US Roofing

The site visit meeting commenced at 9:30 a.m. at the Warden’s Conference Room.

Ms. Peterson began speaking to all contractors on the purpose of the meeting. She informed the contractors that this site visit is being held to familiarize the bidders with the Bureau of Prisons policies and procedures to be observed during the performance of the work; establish preliminary schedules, lines of communication and operational procedures; develop mutual understanding concerning administration of the contract; and introduce personnel associated with this project, their authority, functions, and responsibilities. It should also be noted that anything discovered or discussed at this site/pre-bid conference shall not change or alter the specifications, drawings or solicitation. Any changes will be issued by a written formal amendment. Furthermore, there is a cut-off date of Aug 5, 2010, for all questions concerning the solicitation, specs/drawings.

This should give the Government ample time to post them along with answers on www.fedbizopps.gov prior to bid opening. All questions shall be e-mailed to Robert J. Kruskie at rkruskie@bop.gov . Currently, the due date for bids is August 19, 2010, 2:00 p.m. East Coast Time (local time). Bid opening will be conducted at the Federal Correctional Complex (FCC) Allenwood Training Center, Route 15 - 2 Miles North of Allenwood, Allenwood, PA 17810.

mailto:rkruskie@bop.gov

Hand carried bids will be accepted up until bid opening. Facsimile bids will not be accepted. In addition to the requirements stated in the solicitation, the contractor must be registered at www.ccr.gov and complete the online representations and certifications applications (ORCA) website at http://orca.bpn.gov prior to award.

Identity and Authority of Official Representatives:

C Contracting Officer - Ms. Peterson. The contracting officer has the authority to enter into, administer, and/or terminate contractual actions on behalf of the United States, this includes his duly appointed successor.

C CM - Contract Monitor - Mr. Pat Nicholson - this is the representative of the Federal Bureau of Prisons, located at the construction site, who has overall responsibility (except for contractual matters) for the administration of operation and activity at the project site.

A copy of all written correspondence must be sent to all parties.

Mr. Pat Nicholson, CM, covered access to the site, working hours, Institution gate/tool policy, Construction Material Storage, Institution Code of Conduct, Tool Storage for Employees, Testing requirements, Provisions for removal of trash, Utilities, Safety/Sanitation, Escort of Contractor personnel, NCIC Requirements, and parking space.

Access to the site:

The project site will be opened to the contractors 5 days per week, Monday Through Friday, excluding Federal Holidays.

Working Hours:

The contractor will check in for work at 7:00 am to 3:30 pm, Monday through Friday, except Federal Holidays. Please note, although you are at work at 7:00 am, you will not began work until every one is cleared to enter the institution. Allow at least 40 to 45 minutes for out processing every day. The contractor shall establish a work week schedule for the duration of the project. Work hours and work days may be altered only with a 48 hour advance approval of the Contracting Officer and/or CM.

Construction Material Storage:

1.) All materials will be stored at the construction site, unless prior approval is granted by the CM. Some materials can be stored at building 4 in Brooklyn, NY.

2.) The contractor is responsible for site security and storage of all construction materials and equipment.

Tool Storage for Employees:

Tools will be stored in a lock gang box, which will be supplied by the contractor, or removed nightly from the construction site. Copies of any keys to locks will be given to the CM/Locksmith. All tools will be put on a tool list for inventory. The Captain will make the determination of what can be left in a gang box in the mechanical rooms.

Institution Code of Conduct:

1.) The contractor shall inform his employees that intoxicating beverages, drugs, and weapons, cell phones, recording equipment, radios, pagers and cameras are strictly prohibited.

2.) Introduction of contraband shall be subject to the penalties prescribed by Title 18 USC-1791.

3.) No fraternizing with inmates. If you happen to know one personally, report it immediately to any Government staff or CM.

Provisions for removal of trash and debris:

1.) It is the contractor’s responsibility for removal of all trash and debris from the job site.

2.) An open top container will be provided by the contractor, if required, at a location coordinated with the CM.

Outline for Escorting Prospective Contractor's through site:

The contractor will be escorted while performing under this contract. The contractor will submit to the CM a list of employees and types of equipment the contractor will be utilizing on a daily basis. The CM will coordinate all escorts.

NCIC Requirements:

1.) In order for your employees to work on the job site they have to be NCIC cleared.

2.) Forms will be handed out to the contractor.

3.) It will take a minimum of 72 hours for an employee to be NCIC approved. Once approved the contractor will be immediately notified by the CM. Any of the contractor’s employees not cleared by NCIC will not be allowed on the premises.

Once employees are cleared, there is a 4 hour contractor course they must attend in order to obtain a badge to enter the institution. The cost of the time related to this course is the responsibility of the contractor.

The Captain has the final say on all individuals entering the institution. If an employee is denied no reason will be given. Denial does not mean the individual has a criminal history, it could be a multitude of reasons (ie. Relative in institution).

Parking Space: There are no reserved parking spaces. Contractor is responsible for parking their own vehicles and must obey all parking laws, we are not exempt.

Other Information:

OSHA - Even on Federal sites OSHA applies. In addition you will have inmates watching you and they have been known to contact OSHA and report unsafe conditions. Make sure all your employees obey all applicable laws & rules.

Please ensure to tell your sub-contractors and delivery personnel of the NCIC requirements/All procedures. It is your responsibility.

Before concluding the meeting, Janice Peterson asked the contractors if there were any questions.

She also informed the contractors that all bids are due August 19, 2010.

Note: These minutes are provided for informational purposes only and any changes made to the solicitation shall be made by formal amendment.

Janice Peterson, Contract Specialist Date